Trucking and freight invoice template
Brokers and shippers pay freight invoices against load paperwork, so the numbers have to match. This template records the load, bill of lading and PRO numbers, the route and dates, equipment and your MC or USDOT number.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Load #
- Bill of lading #
- PRO #
- Pickup > delivery
- Pickup / delivery dates
- MC / USDOT #
- Equipment
- Line items with qty, rate and amount, grouped as linehaul, accessorials
- Tax, discounts, amount paid and balance due
Linehaul and accessorials
Bill linehaul per mile or as a flat rate, then list accessorials separately: fuel surcharge, detention, layover, lumper, TONU and stops. Brokers approve accessorials individually, so each needs its own line and description. Match each figure to the rate confirmation, which normally lists the agreed accessorials in advance.
Getting paid faster
Attach the signed bill of lading and proof of delivery when you send the PDF, and put the broker load number in the PO field. Missing paperwork is the most common reason freight invoices sit unpaid.
Questions
How do I bill detention?
Record the free time and the hours beyond it in the description, and bill the extra hours at your agreed detention rate. Include the check-in and check-out times if the broker requires them.
Is a lumper fee taxable?
Lumper fees are usually reimbursements of a receipt you paid, so the sample line is marked as not taxable. Attach the receipt.
Can I offer a quick-pay discount?
Yes. State it in the terms, for example two percent off if paid within three days, and apply the discount on the invoice only when the customer takes it.